Alternate Text/Format Policies and Procedures
TMCC provides free services to qualified students with self-identified, documented disabilities who register at the Disability Resource Center (DRC). Services and accommodations will be determined on a case-by-case basis upon an evaluation of the supplied and supporting documentation.
Registered DRC students who have print disabilities (such as specific learning disabilities) or visual disabilities may qualify for alternate formats as an auxiliary aid that provides equal access to printed course materials and their overall educational experience.
There may be limitations to the availability of some materials to be converted into alternate text as outlined in Nevada Revised Statute 396.546, including some science, computer and most math textbooks. Non-text book materials, such as novels and plays may not be available in alternate formats.
Definition of "Alternate Text/Formats" (AT/F): print materials that are provided in formats other than the standard print format. AT/F may include: electronic text, large print text and/or Braille.
Student responsibilities and procedures include:
- Formally register with the DRC.
- Provide adequate documentation to support AT/F as an approved accommodation (approval will be contingent on a review of the documentation by the DRC intake staff).
- Prior to requesting AT/F from the DRC, check for the availability of AT/F and attempt to obtain materials from the following:
- Students must be currently enrolled in the course for which they are requesting AT/F.
- Each semester subsequent to class enrollment, the student must request any AT/F in writing using a separate Alternate Text Request Form within a minimum 60 day advance notice prior to the start of the course.
- Communicate preferred AT/F (which should be appropriate to the approved accommodations in accordance with the student's documented disability) to the DRC Alternate Text staff.
- Inform all instructors of the request for materials in AT/F by completing the Faculty Notification-Alternate Format Materials Request at least 60 days in advance of the start of the course.
- Furnish a receipt or proof of ownership to the DRC for all materials that are requested to be reproduced into an AT/F.
- When necessary, be prepared to provide the text book for a short period of time on request from the DRC in order to reproduce the textbook. This is a high speed scanning process (which may require that a book be unbound and returned in loose leaf format) that converts the print materials into an AT/F when the publication is not available from RFB&D, BookShare, other organizations or the publisher.
- Follow all standard copyright laws pertaining to usage of AT/F reproductions from the DRC.
- Notify the DRC as soon as possible when a class is dropped, and preferably before the AT/F have been furnished. All loaned CD's, software and equipment must be returned at that time.
- Complete an equipment loan agreement in writing and abide by the terms of the contract when specialized adaptive equipment, (such as RFB&D tape recorders and CD players), is checked out. All equipment must be returned within two weeks of the end of the semester. Standard tape recorders and CD players will not be furnished by the DRC and must be obtained independently by the student.
- Return all software and hardware that is loaned from the DRC each semester that it is used by the return date listed on the Equipment Loan Agreement. (A hold may be placed on the student's TMCC student account until the materials are returned, or the replacement cost listed on the loan agreement is paid to Accounting Services.)
- Notify the DRC of any problems as soon as possible.
DRC responsibilities include:
- Upon receipt of the written notification on the AT/F request, the DRC staff will convert specified required course textbook(s) and reading materials into a format that addresses the student's disability needs (per the provided documentation), and in the format that is the most administratively efficient and easily available, as determined by the DRC professional staff.
- As a courtesy service, the DRC may provide limited (two hour maximum) basic training sessions in the use of screen reading software, text to voice software, and some scan-and-read technologies upon student request and appointment of a training session .
- While the turn around time for AT/F requests are determined on a case-by-case basis, the DRC will make every effort to convert the materials in a timely manner to assist the student with receiving equal access to educational materials.
- If the DRC needs to disassemble the book in order to convert it to an alternate format, it may need to be cut and reassembled and will be done so at no cost to the student. Therefore, it may be in an altered condition upon its return.
Faculty responsibilities include:
- Upon written notification from the student and/or the DRC, the faculty member teaching the course will provide the DRC with copies of requested print materials at least four weeks prior to the start of the course. This will facilitate the DRC staff in completing AT/F requests in a timely manner. Included in this request may be the syllabus, textbook information, reading list, reading schedules, and a list of all other required readings and media materials deemed necessary for conversion of the print materials.
- If circumstances do not allow for materials to be provided by the requested date, a DRC professional staff member, the student requesting AT/F, course instructor, department chair and/or appropriate dean will communicate to ascertain whether an alternative, reasonable accommodation is available for the student to complete the essential course objectives. Appropriate action will be determined at that time if AT/F conversions can not be accomplished within a timely time manner.